Coordinator Administration

Responsibilities include but are not limited to:

• Serve as a central communication point assisting in creating and maintaining internal and external communication channels and the timely sharing of relevant information

• Assist in the daily administration of the R&R Center including oversight of office supply inventory coordinating tours and scheduling visitors

• Provide administrative support to the R&R Center leads

• Provide logistical support for tours visitors meetings trainings and other events

• Ensure that individual and team wins are celebrated working closely with people managers to ensure equitable and meaningful recognition

• Create and maintain an uptodate shared R&R Center calendar tracking visitors tours events trainings milestones PTO requests and other important events for staff reference

• Respond to public inquiries via phone email and inperson visits

• Process mail as it arrives

• Communicate with owners of animals in the R&R Centers temporary care as required

• Conduct weekly checkins with behavior veterinary and sheltering teams to ensure pet owners are provided accurate and appropriate information about pets receiving treatment at the R&R

• Maintain the highest level of confidentiality while handling sensitive information and issues

• Support management initiatives and presentations by assisting with data collection preparing slides templates and forms as needed

• Work closely with Manager Administration to maintain an orderly online filing system and table of contents for entire R&R Center home drive

• Provide support in the collection and management of animal health and behavior data

• Assist as requested in behavior treatments and evaluations as a novel person

• Provide support to R&R staff as they complete monthly expense reports

• Support the Manager Administration in the of new hire activities

• Track and distribute uniform items as needed

• Assist hiring managers with the onboarding process for new hires

• Submit and followup on interdepartmental work requests on behalf of R&R leads

• Collaborate with fellow admin professionals in Rehabilitation Services and across the ASPCA; follow the backup support SOP to ensure work is covered during out of office time

• Other duties as assigned

Core Values

Exemplifies the ASPCAs Core Values:

• Has Commitment and dedication to improving the lives of animals

• Demonstrates Ownership and feels responsible for outcomes

• Believes in Team that we are stronger together

• Seeks to Elevate others and reimagine what is possible

• Focuses on Impact specifically making change for animals

Requirements

Education and Work Experience

• High School Diploma or GED required B.S. or B.A. preferred

• At least two years of experience providing administrative support in an office or shelter setting

• Fear Free Shelter Program certification (approximately 5 hours) required or completed within 60 days of hire

Qualifications

• Valid drivers license and ability to pass a motor vehicle history check demonstrating safe driving

• Ability and willingness to travel up to 15 of the time

• Able to work a flexible schedule when needed including days evenings weekends and holidays

• Fluent in the use of MS Word Excel PowerPoint; familiarity with shelter software systems or Salesforce a plus

• Excellent written and oral communication skills

• Able to regularly witness animals suffering medically and/or behaviorally

• Comfortable with humane euthanasia in theory and in practice

• Displays concern for the safety and wellbeing of self animals and others especially under stress

• Fosters collaboration by creating strong connections with colleagues at all levels and in all areas

• Builds strong work relationships based on trust respect and listening to understand

• Freely and generously shares knowledge skills and expertise with others

• Demonstrates genuine interest in the thoughts ideas and expertise of others

• Proactively problemsolves and takes appropriate initiative to implement solutions

• Flexible; can easily adapt to changes and help others do the same

• Resilient; bounces back from difficult and disappointing situations quickly

• Artfully flexes communication styles to best support diverse individuals

• Cultivates a climate in which diverse perspectives are solicited encouraged valued and respected

• Sets a high standard by exhibiting transparency integrity honesty and strong ethical principles

• Unafraid of hard conversations and approaches them openly quickly and kindly

• Views conflict as generative using disagreement to drive innovation improve communication clarify and articulate values and build stronger relationships

• Ability to sit for extended periods while working at a desk or computer

• Occasionally lifting and carrying light office supplies generally not exceeding 20 pounds

• Manual dexterity and eyehand coordination allowing for proficient use of keyboard mouse and other office equipment

• Ability to communicate clearly in person over the phone and via email which may involve speaking and listening for extended periods

• Ability to move around the office to attend meetings and use office equipment

• Work takes place in a variety of environments and weather conditions including indoor climatecontrolled spaces and outdoors where surfaces may be wet or uneven and extreme heat cold or precipitation is possible

• Work may occur in noisy environments

• Work involves exposure to chemical and biological hazards such as medications cleaning products urine feces blood and sharp objects